Controller Level Role

Overview

The Controller function is intended to manage day-to-day administrative functions such as populating and updating metadata fields. There is some overlap between Controller and Configurator and also Editor functions. The main task that a Controller can carry out which an Editor cannot is editing forms. A Controller can also create, edit and delete Document Groups, which are used for restricting visibility of groups of documents. The main task that a Configurator can perform which a Controller cannot is creating metadata fields.

The Controller level role has all the privileges of the Reader and Editor level roles, plus the following additional privileges:

In the Command Palette, enter Forms into the Fields field to display a list of form commands.

Note that a Controller cannot see documents and the metadata of documents which are restricted via document group permissions which they do not have permission for.

Document Searching

When searching for documents it is important to remember that some searches apply a filter group and others do not. Recently Created Documents for example does not apply a filter group.

Locking Document IDs

Because document IDs often must appear as cross-references on documents external to the document management system and external to the organization, (such as correspondence), once a document ID has been set it should never be changed. A document ID can be locked by a Controller. However, in the event that a document ID needs to be unlocked again, a document ID can only be unlocked by a Configurator.

Document IDs can be locked when they are created by setting the Id Lock Status to Locked. Alternatively, the Lock Document ID command can be used to lock a document ID which is unlocked.

Editing Metadata

Refer to the Forms section for an introduction to how forms work in Elyse.

When a file is loaded using the Upload File and Edit command, the form permits the file to be linked to a document ID when it is uploaded. Once the file has uploaded a page will appear with all of the metadata fields for the default form. Document-related fields are displayed with blue shading and file-related fields are displayed with green shading. Against each field are four buttons: Update, Delete, Save and Revert. Fields can be individually edited and saved, or alternatively a number of fields can be changed and saved together with the Save Changes button.

The command Create Document ID & Edit Data opens a metadata editing page after the document ID has been created.

When a document or file record has been selected in a table, right click on the row and navigate to Edit Document Data or Edit File Data to open the metadata editing page.

At the bottom of the metadata editing page is a row of data which includes the Form Name. A different form can be selected from the Form dropdown field in the Edit Document Data and Edit File Data forms.

Note that if a document or file is linked to a Controller Document Group or Controller File Group then editing rights will be restricted to Controllers who are members of the given group. See the Controller Groups section for more detail.

Forms

Refer to the Forms section for an introduction to the form system.

For a list of all of the form-related commands, enter Forms into the Objects field in the Command Palette.

Form Group Ownership

A Controller can create and edit forms. However in order to have exclusive editing rights to a form the form must be linked to a form group and the user granted ownership of that form group.

Tag Relationship Trees

Refer to the Tag Management section for an explanation of tags.

Controllers can create and modify Tag Relationship Trees and Tag Browsing Trees. Enter Tag Relationship Trees or Tag Browsing Trees into the Fields field in the Command Palette to list the applicable commands.

Document Booking Management

Refer to the Booking Management section for an explanation of the booking management system.

A Controller can book in any document for which they have edit permission rights and which is currently booked out.

On the Command Palette, enter Booking into the Objects field to display a list of all booking-related commands.

Workflow Management

Refer to the Workflow Management section for an explanation of the workflow management system.

Controllers link a workflow model to a document ID to create a workflow instance, and assign participants.

On the Command Palette, enter Workflow into the Objects field to display a list of all workflow-related commands.

Edit User Details

The text fields of a user record can be updated by Authorizers, Configurators and Controllers via the Update User command.

Controllers manage duty functions, function lists and people lists. Refer to the User-Related Lists section for further details. On the Command Palette, enter Duty Function, Function List or People List to list all the commands for each.

Document Groups

Document groups are used to restrict visibility of sensitive documents to authorized users. Any files linked to a restricted document will be restricted in the same way.

Document groups can only be created, modified and deleted by a Controller. But only an Authorizer can link users to a document group and hence restrict visibility of documents linked to the group to users who are linked to the group.

Entering Document Viewing Groups into the Fields field of the Command Palette will list all of the document viewing group related commands.

Audit Logs

Controllers can read the file read and file delete audit logs. Entering Log into the Fields field of the Command Palette will list all of the audit log related commands.

Users

Enter Users into the Objects field of the Command Palette to list all of the user-related commands.